Executive Administrator

Position Overview:
The Executive Administrator plays a vital role in supporting the organization’s operations by overseeing the activities of various committees. This position requires close collaboration with committee leaders to ensure effective meeting management, accurate documentation, and adherence to established protocols. The ideal candidate will demonstrate exceptional organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities:

Administrative Oversight:

• Manage all administrative functions for semi-annual meetings, monthly committee meetings, and special sessions as needed. This includes overseeing program reviews, forums, scheduling team syncs, and coordinating interdepartmental meetings.
• Serve as the primary contact for multiple subcommittee meetings and working groups, ensuring each chair effectively manages their meetings and related administrative tasks.
• Plan and organize logistical support for annual conferences and events.
• Maintain awareness of all meeting schedules, topics, and locations.

Meeting Coordination:

• Act as the focal point for all meeting-related administrative actions and inquiries.
• Coordinate scheduling with internal and external participants for meetings.
• Organize logistics, including room arrangements for high-level meetings.
• Collaborate with subcommittee chairs to schedule meetings, share agendas, and track attendance.
• Notify relevant parties about meeting statuses.

Documentation Management:

• Manage correspondence and documents related to committees and subcommittees, ensuring accessibility and organization.
• Compile meeting minutes and reports, ensuring all documents adhere to organizational standards and formats.
• Maintain version control of documents and distribute necessary materials to committee members.
• Capture and document administrative lessons learned from events and meetings.

Charter Maintenance:

• Assist in updating and maintaining accurate committee charters to ensure compliance with organizational standards.

Qualifications:

• A TS/SCI is required preferably TS/SCI with CI poly
• High School Degree or equivalent.
• Proven experience in an administrative or coordination role.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• A team player with a proactive and motivated attitude.
• Ability to work collaboratively in a team-oriented environment.
• Proficiency in Microsoft Office Suite (PowerPoint, Excel, Word).
• Open to domestic and international travel
  

Experience:

• Minimum 3 years experience.

SHINE Systems is an Equal Employment employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected class.